The confirmation email may be the end of the purchase, but it is the start of the school's preparation. A useful handover tells staff what must happen next without requiring them to reconstruct the booking from messages.
Practice: answer the next question before arrival
Choose three recurring questions from existing notes or conversations. Record the questions without names or personal details. Check which one your current arrival information does not answer clearly: meeting point, preparation, timing or how to contact you when running late.
Update the existing information using this template. Replace every bracket with verified details and leave no placeholders in the guest version:
For groups, establish whether information reaches only the person booking or also individual participants. Check the links and instructions on a phone. Public directions and a personal booking link serve different purposes; do not publish a protected booking link as general meeting information.
Your result: useful, checked arrival information with a person responsible for later updates. This exercise does not set up sending or imply an automatic follow-up feature. The school arranges the actual communication. A personal check-in continues the explanation on arrival.
Review readiness before assigning the group
Check who is attending, which offer and date they booked, and which relevant participant details are present. Distinguish payment state from attendance and document completion. One completed step does not prove the others are complete.
Identify missing information and give someone responsibility for resolving it. If the group cannot be planned safely yet, keep that uncertainty visible rather than filling the gap with an assumption.
Turn the booking into a delivery plan
On the TIDEFORCE Whiteboard, staff form groups and assign instructors and equipment. The same booking context supports the work, but a person still makes the operational decisions. A change in conditions requires the team to review the plan and communicate the result.
Before arrival, make the meeting point and preparation information easy to find. Check who receives messages for a group booking; the person who paid may not be every participant's contact.
Close the record after the session
Record attendance and what was delivered, including relevant substitutions or changes. The report supports compensation preparation and equipment history. Finance can use the connected booking or payment to prepare an invoice, then review and confirm it.
A complete handover means the next staff member can understand both the original offer and the actual outcome. It does not mean every action has been automated.
Use the operations page for planning and customer journey for the records around the guest. Start by agreeing who owns each handover in your school.
How does this work at your school?
Bring an everyday task from your school. We’ll show you how it could work in TIDEFORCE.
Request a demo →